RFP Overview Alan A. Phillips, CPPB CTPM Texas Southern University Summer 2012

Facilities Institute July , 2012 Houston, Texas REQUEST FOR PROPOSAL (RFP) DEFINITION A solicitation requesting submittal of a proposal in response to the required scope of services and usually includes some form of a cost proposal. The RFP process allows for negotiations between respondents and the issuing agency.

Facilities Institute July , 2012 Houston, Texas PROCESS SELECTION CRITERIA Lead Time Available Information Requirements Complexity of the Project Competition Need for a Solution Ability to Negotiate

Facilities Institute July , 2012 Houston, Texas MAKING THE APPROPRIATE CHOICE Refer to any Applicable Statutory Requirements, i.e.: o Professional Services o Emergency Services o Proprietary Purchases o Etc.

Facilities Institute July , 2012 Houston, Texas ALLOWING FOR SUFFICIENT LEAD TIMES Refer to the attached Procurement Lead Time Table. This table is found on page 23 of the State of Texas Contract Management Guide. o ractguide/ ractguide/

Facilities Institute July , 2012 Houston, Texas HELPFUL POINTERS Clear and Precise Language Proper and Consistent Nomenclature Keep thorough and Format Consistent Consider Ease of Proposer’s Submittal Simplify Addenda Format

Facilities Institute July , 2012 Houston, Texas RFP TEMPLATE Scope Contract Term (Beginning and ending dates) Definitions

Facilities Institute July , 2012 Houston, Texas RFP TEMPLATE (continued) Statement of Work o Service Requirements o Sub-Contractors o Performance Measures

Facilities Institute July , 2012 Houston, Texas RFP TEMPLATE (continued) Proposal Information: o Schedule of Events o Pre-Proposal Conference o Proposal Requirements  Submission  Content (Submittal List)  Company Information  Proposed Products/Services  Experience and Qualifications  Compensation and Fees  References

Facilities Institute July , 2012 Houston, Texas RFP TEMPLATE (continued) o Inquiries o Proposal Evaluation and Award

Facilities Institute July , 2012 Houston, Texas RFP TEMPLATE (continued) General Terms and Conditions o Specifications o Award of Contract/Purchase Order o Payment o Patents and Copyrights o Contractor Assignments o Antitrust o Dispute Resolution o Contractor Responsibilities o Damage Claims o Insurance o Abandonment or Default o Right to Audit

Facilities Institute July , 2012 Houston, Texas RFP TEMPLATE (continued) Proprietary or Confidential Information Termination (Funding Out Clause) Substitutions Taxes Public Disclosure Performance and Payment Bonds Bid Bonds Technology Access and CISV Clauses HUB Subcontracting Plan (HSP) Information

Facilities Institute July , 2012 Houston, Texas RFP TEMPLATE (continued) Execution of Proposal Miscellaneous Appendices and Exhibits o HSP Documentation

Facilities Institute July , 2012 Houston, Texas SOLICITATION OF PROPOSERS Select Proposers o CMBL o Suggested Sources o Google.com o Advertisement

Facilities Institute July , 2012 Houston, Texas SOLICITATION OF PROPOSERS (continued) ESBD and Texas Register Miscellaneous MWBE (HMBC) Websites Pre-Qualification

Facilities Institute July , 2012 Houston, Texas SOLICITATION OF PROPOSERS Solicitation Announcement

Facilities Institute July , 2012 Houston, Texas PRE-PROPOSAL MEETINGS Coordinate scheduling between End-User, HUB Office, and any other internal attendees Mandatory vs. Non-Mandatory? Walk-Through? Ask Vendors to RSVP Ensure technical End-User attends to provide background and respond to technical questions Ensure another buyer attends to help take notes and witness events Make copies of proposals for attendees Have a Sign-In Sheet

Facilities Institute July , 2012 Houston, Texas PRE-PROPOSAL MEETINGS (continued) Keep the meeting moving Table answers, if necessary and provide in an Addendum format Have a HUB Office Representative present information on the HSP Packet

Facilities Institute July , 2012 Houston, Texas ADDENDUMS Issue in a timely manner Allow sufficient response time Require acknowledgment of receipt of Addendum Post to ESBD Post to Texas Register if applicable Send to Pre-Proposal Attendees Copy to End-User Copy to Bid Receiving Personnel

Facilities Institute July , 2012 Houston, Texas EVALUATION PROCESS Develop procedure and processes for receiving RFP’s Receive RFP’S Open/Close RFP’S Do preliminary minimal requirements check Submit to HUB Office for HSP Review Upon review by HUB Office, finalize tab sheet for acceptable proposals

Facilities Institute July , 2012 Houston, Texas EVALUATION PROCESS (continued) Develop evaluation forms based on the criteria listed in the RFP Selection of Evaluation Committee Members Schedule first RFP Evaluation Meeting Conduct overview of evaluation process Select Evaluation Team Leader

Facilities Institute July , 2012 Houston, Texas EVALUATION PROCESS (continued) Schedule and Coordinate Evaluation Meetings o Purchasing Responsibilities:  Schedule demonstrations/presentations  Obtain clarifications  Assure integrity of process is maintained

Facilities Institute July , 2012 Houston, Texas EVALUATION PROCESS (continued) Schedule and Coordinate Evaluation Meetings o Evaluation Team Leader Responsibilities  Coordinate and schedule meetings  Submit recommendation letter to Purchasing

Facilities Institute July , 2012 Houston, Texas EVALUATION PROCESS (continued) Schedule and Coordinate Evaluation Meetings o Evaluation Team Responsibilities  Attend all meetings and perform assigned tasks

Facilities Institute July , 2012 Houston, Texas BEST AND FINAL OFFER (BAFO) Determine proposers eligible for BAFO Develop criteria for BAFO Request response from Proposers Submit responses to Evaluation Committee Determine acceptability of BAFO and necessity of negotiation

Facilities Institute July , 2012 Houston, Texas NEGOTIATIONS Designate a Lead Negotiator Select a Negotiation Team Determine points of issue Research Probability Determine acceptable/non-acceptable limits

Facilities Institute July , 2012 Houston, Texas NEGOTIATIONS (continued) Provide for meeting room and private side rooms Request response to all issues in writing Recap negotiations before meeting ends

Facilities Institute July , 2012 Houston, Texas AWARD PROCESS Receive appropriate management consent for award o Check all necessary websites for websites for compliance (CPA, EPLS, etc.) o W-9 or ACH information o Create checklist to ensure Contract/Purchase Order accurately reflects award criteria

Facilities Institute July , 2012 Houston, Texas AWARD PROCESS (continued) Issue Contract or Issue Purchase Order or Issue combination Contract/Purchase Order Post notice of award to ESBD/Texas Register